EA & Office Manager

We are seeking a highly dependable, experienced, and performance-driven Executive Assistant and Office Manager to fill an existing role at our downtown Toronto Corporate Office. This position provides comprehensive support to our Managing Partners (MPs) and offers additional assistance to members of the Senior Leadership Team as needed.

The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced corporate setting. They are polished, organized, an excellent communicator, and able to independently manage competing priorities while maintaining the highest level of professionalism and discretion.

This role is 100% onsite based out of their downtown Toronto office.

• Provide end-to-end calendar management for the Managing Partners, including scheduling meetings, coordinating appointments, and arranging complex travel itineraries

• Maintain and actively manage MP calendars on a daily, weekly, and monthly basis, including rescheduling, updating events, and delivering daily schedule briefings

• Anticipate and proactively manage calendar changes to ensure schedules remain accurate and efficient

• Coordinate meetings by preparing agendas, booking meeting rooms, arranging catering, setting up equipment, and distributing all required materials

• Assist with agenda creation, presentation development, and meeting note-taking as required

• Conduct research and compile information to support executive reviews and presentations

• Organize and maintain critical documents and records in both physical and digital formats using a structured filing system

• Handle sensitive information with a high level of confidentiality and discretion

• Manage executive expense submissions, credit card reconciliations, and payments

• Prepare internal and external corporate correspondence and documentation with precision and attention to detail

• Plan and coordinate board meetings, town halls, and external client events on a recurring basis

• Act as a central point of contact for executive communications, including calls and emails, and liaise with internal teams and external partners

• Take ownership of special projects or initiatives that fall outside defined roles

• Collaborate with internal departments to facilitate communication and workflow

• Support office-wide projects and process improvements to enhance efficiency and consistency across locations

• Build and maintain strong professional relationships across the organization and with external stakeholders

• Remain flexible to work extended hours on short notice when required

• Assist with day-to-day office operations, maintenance, and supervision as needed

• Provide oversight and guidance to the Administration team when required

• Oversee all general office administration functions at Head Office

• Manage booking and coordination of boardrooms and meeting spaces using an online scheduling system

• Monitor and report on the administration department budget, including office and kitchen supplies and services; complete reconciliations as needed

• Supervise ordering and organization of business cards, daily kitchen upkeep, and ensure office equipment, printers, and shared spaces are maintained to a high standard

• Lead and manage complex office administration projects as assigned

• Train and manage administration staff and coordinate coverage for vacations or absences

• Oversee offshore storage and shredding services and coordinate pickups and deliveries with service providers

• Supervise office maintenance services, including carpet cleaning and plant care

• Oversee preparation and submission of expense reports for designated team members through the expense management system

• Coordinate ad hoc catering requests for internal meetings, office functions, and Managing Partner events, in collaboration with the Administration team

• Assist in planning and executing company-wide social events throughout the year, both locally and nationally

• Support head office event planning, including venue selection, catering, invitations, and logistics

• Assist with office reorganization, expansion, or relocation initiatives as required

• Perform additional duties as assigned

• Minimum of five (5) years’ experience as an Executive Assistant supporting C-suite executives

• Ability to work on-site five days per week

• Post-secondary education (college or university) preferred

• Strong interest in technology with advanced proficiency in Microsoft Office (Outlook 365, Word, Excel, PowerPoint) and the ability to quickly learn new systems

• Exceptional organizational and project management skills, with outstanding calendar management and multitasking capabilities

• Professional, approachable, and confident demeanor

• Client-focused with excellent written and verbal communication skills and a proactive, solution-oriented mindset

• Proven ability to perform effectively under pressure while managing multiple deadlines and changing priorities